Using the Server-side Synchronization – In Mind Cloud

User Authenticating Access to CRM and Outlook

In order to configure the end user's email inbox, the user needs to click on

'Activities' -> 'My Sync Settings' in CRM which will bring up the login screen where the credentials need to be entered to sign in to CRM. After a successful sign-in, the IMC connection status should be Green.

To connect to the user's email account:

Click on the Gear Icon in the "MAIL SERVER CONNECTION STATUS"
Select the Office 365 option.
Sign in using your Email credentials.

This is depicted in the following figure:

In this section, the user can change Email credentials as well as troubleshoot failed synchronization jobs.

Note: as soon as the end user is successfully signed into both, CRM and the email inbox, the integration will perform the following steps:

Add-in will be installed (refer to 'Add-In Installation' for additional information).
Email inbox will be prepared for synchronization (refer to the next section below).
Synchronization will be enabled (refer to the next section below).

Administration Via 'Groupware Administration' Tab in CRM

An admin user can perform several actions on a user level as outlined in the following figure and table:

Action	Meaning
Delete	Attempts to delete the user. If there are pre-existing conditions that prevent the deletion, the system will render an appropriate error
Force Delete	Hard delete of the user; should only be used in exceptional cases and only when advised by Customer Success.
Force Synchronization	Executes a synchronization immediately (does not wait for the next sync cycle).
Enable / Disable Synchronization	Suspends the synchronization job.
Reset Mailbox	Removes all changes made to the inbox (e.g. creation of separate 'In Mind Cloud' folders, categories, synchronized contacts, etc.).
(Re-)Initialize Mailbox	Sets the inbox to an initial state required by the synchronization.
Check Settings	Performs a generic check on connectivity, add-in status, etc.
Check CRM Connectivity	Checks the CRM connection
Check Mailbox Connectivity	Checks the inbox connection
Install Revenue Grid...	Allows an admin to install the Add-In at the user's inbox
Check Add-In Status	Checks the Add-In status
Remove Add-In	Removes the Add-In from the user's inbox

Note: You can also manually perform the following steps for the respective actions:

Action	Steps to Perform
Enable End User Sync	Initialize Mailbox Enable Synchronization
Disable End User Sync	Disable Synchronization
Completely Remove End User Functionality	Disable Synchronization Remove Add-In Reset Mailbox Delete / Force Delete

Similar - not all - options are available on for mass user maintenance:

Syncing Contacts, Emails, Meeting & Task

Prerequisites

After the server-side integration is set up and the user's inbox is initialized, the integration engine will create the following inside the respective groupware system:

In Mind Cloud Folders under Contacts, Emails, Meeting, Task

Contacts	Emails

Meeting	Task

Categories for Flagging Emails, Meetings, and Tasks

Syncing Contacts

Inside the respective folder under 'Contacts', all CRM contacts will be synced to the user's address book. Changes will be replicated bi-directionally, meaning if contact is changed locally in an address book, the updates will be replicated to CRM and vice-versa.

Syncing Emails

Emails can be synced using the following options:

By flagging the email using the CRM category
By dropping the emails into the respective folder:

Manually, via the add-in (refer to 'Email Add-in Functionality' for additional information)

Syncing Meeting

A meeting can be synced using the following options:

By flagging the Meeting using the CRM category
By dropping the Meeting into the respective folder (In Mind Cloud Events)

Syncing Task

1. By creating or updating task in "In Mind Cloud Task" Folder

Note: The sync cycle is set to 30 minutes.

Decommission Users

To completely remove end-users and revoke the functionality, the following steps need to be carried out:

Action	Impact
Disable Synchronization	Suspends server-side synchronization features for the select user
Remove Add-In	Removes the Outlook add-in from the user's inbox. This can also be done manually by the end user. Refer to 'Installing / De-installing the Add-In' for additional information.
Reset Mailbox	This will remove any integration-related categories created in the user's inbox.
Delete / Force Delete	This will remove the user from the provisioned users.
Manual Step: Delete all folders in the user's inbox	If desired, the folders created for emails, contacts, and tasks in the user's inbox need to be manually removed.